COMS Chapter 13

96) Which of the following would be the most effective way to deliver a report that you've prepared for a small group of managers in your local office? A) Deliver the report to them in person. B) Ask a coworker to drop off the report. C) Use interoffice mail to distribute copies of the report. D) Tell those managers to download the report from your webpage. E) Save the report in an open-source format on a USB drive and send it via the USPS.

A) Deliver the report to them in person.

21) The synopsis of a formal report is A) a concise overview of the report's most important points. B) a short summary containing subheadings and visual aids. C) usually anywhere from two to five pages. D) never more than five lines in length. E) never longer than a single sentence.

A) a concise overview of the report's most important points.

69) When you're writing an unsolicited proposal, approach the transmittal letter as A) a persuasive message. B) an informative message. C) a cordial message. D) an informational message. E) a direct message.

A) a persuasive message.

22) The term ________ is another name for a synopsis in a technical or professional report. A) abstract B) thesis C) prospectus D) quick view E) outline

A) abstract

43) The ________ is not included in the prefatory parts of a formal report. A) introduction B) letter of authorization C) letter of transmittal D) table of contents E) executive summary

A) introduction

67) The prefatory parts of a formal proposal may include A) a letter of authorization. B) a copy of the RFP. C) an index. D) visual aids. E) an appendix.

B) a copy of the RFP.

40) The introductory section of a formal proposal includes all of the following except A) the scope of the proposal. B) a statement of qualifications. C) a brief description of the solution. D) the background or a statement of the problem. E) an overview of how the proposal is organized.

B) a statement of qualifications.

10) You should include a title fly with business reports when you want to A) give the name of the company for which the report has been prepared. B) add a touch of formality to the report. C) protect the report from dirt and careless handling. D) provide a page for the reader to make notes on. E) make it easier for readers to get straight to the text of your report.

B) add a touch of formality to the report.

77) A reference to the ________ is found in a proposal, but is not included in a report. A) title fly B) appendix C) RFP D) letter of transmittal E) table of contents

C) RFP

29) You're preparing a report on how to reduce network problems at your company's home office. Since the report is organized in the direct approach, the close should A) present the conclusions and recommendations for the first time. B) be relatively long. C) be relatively brief. D) end by asking readers for a decision. E) restate your qualifications.

C) be relatively brief

38) You've used information from several websites to support your argument in a formal report. You should A) not bother documenting the sources in a business report. B) provide source information only if the audience requests it. C) clearly document the sources in the report. D) only document the sources if they're copyrighted. E) document the source in an appendix.

C) clearly document the sources in the report.

72) The text of a proposal A) must always follow the AIDA plan. B) is usually presented in outline form. C) consists of the introduction, body, and close. D) should be italicized. E) is always organized using the direct approach.

C) consists of the introduction, body, and close.

30) In a proposal designed to persuade clients to order surge protection equipment from your company, the close should A) outline the report's key findings. B) include your analysis of the data you've presented. C) describe the action(s) you would like readers to take. D) answer the questions that led to the report. E) tell readers why they will regret not making a purchase.

C) describe the action(s) you would like readers to take.

9) Which of the following is not included in the prefatory parts of a formal report? A) cover B) letter of authorization C) introduction D) table of contents E) title page

C) introduction

7) In a report designed to organize a new task force, the close should A) identify the report's authors. B) include an analysis of the data you've presented. C) list the action that you would like readers to take. D) discuss why the report was written. E) describe how tasks will be broken down.

C) list the action that you would like readers to take.

12) A letter of ________ is a specialized cover letter that introduces your report to the audience. A) authorization B) acceptance C) transmittal D) introduction E) appreciation

C) transmittal

98) If you are competing with several other firms in the submission of a proposal, one way to stand out from the competitors is to A) include strong graphics on the cover. B) deliver it in person. C) use a professional delivery service. D) call later that day to ensure arrival. E) deliver the proposal over a celebratory lunch

C) use a professional delivery service.

45) When should charts, graphs, and other visual elements be incorporated into the report? A) after the report has been completed B) after the first round of proofreading C) when you are satisfied with the quality of your text D) when you begin to draft content E) when creating the list of illustrations

C) when you are satisfied with the quality of your text

20) If you will create a PDF file of a business report for electronic distribution, each entry in the table of contents should be A) italicized. B) in boldface type. C) in all caps. D) a clickable link that takes readers to the appropriate place in the report. E) underlined.

D) a clickable link that takes readers to the appropriate place in the report.

70) In an unsolicited proposal, a synopsis or executive summary may be A) essential for highlighting your competitive advantage. B) useful if the proposal is short. C) placed in an appendix. D) replaced by a letter of transmittal. E) most effective if it does not mention the RFP to which you are responding.

D) replaced by a letter of transmittal.

50) Because they are based on the main text of the report, prefatory parts should be written A) after the text has been completed. B) first. C) when adding illustrations. D) during the brainstorming process. E) after the final round of proofreading.

A) after the text has been completed.

65) Proposals addressed to potential customers and investors A) are nearly always formal. B) rarely include a copy of the RFP. C) are less formal than those addressed to internal audiences. D) should never include visuals. E) should always be single-spaced.

A) are nearly always formal.

17) One of the headings in your report is, "Unexpected Price Increases." In the table of contents, the heading should A) be worded exactly the same way. B) not be included. C) be paraphrased. D) be in boldface type. E) be in all caps.

A) be worded exactly the same way

34) Placing detailed supporting materials online instead of in a traditional appendix A) can make it much more convenient for readers to access. B) suggests that you don't know how to incorporate them into the report. C) is not acceptable unless your report is highly technical. D) is a great inconvenience for your audience. E) often leads to legal problems.

A) can make it much more convenient for readers to access.

8) The prefatory parts of a report should A) help readers decide whether and how they need to read the report. B) be prepared and written before the text of the report. C) include an introduction to the report. D) not require any revision once they are written. E) be placed at the end of the report.

A) help readers decide whether and how they need to read the report.

32) The authors of an informational report have referred to a multitude of data on the spending habits of 18- to 25-year-old Americans. They want to provide readers with access to this information, but realize it's too lengthy to include in the body of the report. Where should they place it? A) in an appendix B) after the letter of transmittal C) between the prefatory parts and the introduction D) at the very end of the report, in a section labeled "Extras" E) Nowhere—it should simply be left out.

A) in an appendix

95) Three weeks ago, you sent a proposal to a client who had asked for information on upgrading his company's security system. You've heard nothing in response. You should A) inquire politely as to whether the report arrived and offer to answer any questions regarding its subject. B) take it as a sign that the client agrees with what you had to say. C) assume that the report has not been read. D) call the client and demand to know why you haven't received a response yet. E) call the client's office, give a fictional reason for calling, and then casually ask about the report as if you had forgotten about it, as well.

A) inquire politely as to whether the report arrived and offer to answer any questions regarding its subject.

94) If your company or client expects you to distribute your report online, A) make sure that the file is in the right location. B) deliver hard copies to those who are slow to respond on email. C) indicate in an email when a response is expected. D) verify the onscreen display of the report after you've sent it. E) load visuals in a separate file.

A) make sure that the file is in the right location

13) The letter of transmittal A) may follow the direct or indirect plan. B) has a more formal style than the report itself. C) is usually included as an appendix. D) should be written in an informal tone. E) is never written as a memo.

A) may follow the direct or indirect plan

39) An index A) may include the names of important persons mentioned in your report. B) lists only the names of authors cited in the report. C) is never necessary in business reports. D) should always be prepared by someone other than the author of the report. E) can replace a bibliography.

A) may include the names of important persons mentioned in your report.

71) You're sending a solicited proposal to a local restaurant in an effort to become its primary food vendor. The letter of transmittal to accompany the proposal should follow the format for A) positive messages. B) bad-news messages. C) persuasive messages. D) routine messages. E) operational reports.

A) positive messages.

4) The revision process for formal reports and proposals includes all of the following except A) profiling the audience. B) evaluating overall organization. C) adding headings and subheadings. D) making sure the content responds to audience needs. E) striving for writing that is clear, concise, and compelling.

A) profiling the audience.

93) Sending reports and proposals as PDF files A) reduces the likelihood of inadvertently spreading macro viruses and other contaminations. B) increases the chances of inadvertently spreading macro viruses and other contaminations. C) gives you less control over how the document is displayed on the audience's computer. D) is likely to frustrate audiences, since they require expensive software to open. E) makes it especially difficult to gather comments and other input from reviewers.

A) reduces the likelihood of inadvertently spreading macro viruses and other contaminations.

15) For printed reports, the letter of transmittal is most often positioned A) right before the table of contents. B) just after the table of contents. C) in between the introduction and first chapter of the report. D) on the outside of the report cover, usually fastened with a paper clip or staple. E) at the beginning of the introduction.

A) right before the table of contents.

68) When you receive an RFP, you'll usually find that it includes A) specific instructions on referring to the RFP itself in your proposal. B) a list of companies that have submitted failed proposals in the past. C) any negative information about the company that might affect the project. D) a disclaimer stating that costs noted in the RFP may increase after the proposal is accepted. E) a synopsis.

A) specific instructions on referring to the RFP itself in your proposal.

76) The introduction of a proposal should A) summarize the solution to a problem. B) explain the details of the solution. C) identify the method to be used to solve the problem. D) emphasize how the reader will benefit from the solution. E) indicate what the job will cost.

A) summarize the solution to a problem.

24) A descriptive synopsis A) tells what the report is about in moderately greater detail than the table of contents. B) includes the actual findings of the report. C) presents the main points of the report in the order they appear in the text. D) replaces the table of contents. E) is preferable if your report is organized using the direct approach.

A) tells what the report is about in moderately greater detail than the table of contents.

75) Formal proposals contain many of the same components as other formal reports, however, there is a difference in A) text. B) use of visuals. C) documentation. D) delivery method. E) audience analysis.

A) text.

92) For electronic distribution of reports and proposals, you should A) always send documents as word-processor files, unless the audience requests otherwise. B) always send documents as PDF files, unless the audience requests otherwise. C) send the documents multiple times as email attachments, just to make sure they get there. D) send WordPerfect files, rather than Microsoft Word or PDF. E) request a notice when the report or proposal is received.

B) always send documents as PDF files, unless the audience requests otherwise.

66) Unlike reports, most proposals A) contain many supplementary parts. B) contain few supplementary parts. C) never contain an appendix. D) are never analytical. E) are written in an informal tone.

B) contain few supplementary parts.

97) One advantage in using a PDF file to send a report is the author's ability to A) manage group changes. B) control how the document is displayed on a computer. C) determine how long the document will be available to the recipients. D) limit group input and comments. E) ensure timely delivery.

B) control how the document is displayed on a computer

73) The body of a proposal should A) capture the reader's attention. B) explain the complete details of the solution. C) make whatever promises it takes to win the contract. D) aggressively attack any other companies competing for the audience's business. E) explain the advantages for your company if the proposal is accepted.

B) explain the complete details of the solution

27) The best way to decide what to include in an introduction is to A) consult with more experienced report writers. B) figure out what kinds of information will most help your readers follow and comprehend the report. C) put in as many standard topics as you can cover in 10 pages or less. D) do a quick survey of potential readers. E) skim the report quickly, and list what you remember.

B) figure out what kinds of information will most help your readers follow and comprehend the report.

25) An executive summary A) is shorter than a synopsis. B) gives a fully developed "mini" version of the report. C) provides additional information (not covered in the report) that executives will need. D) is a "prose table of contents." E) should be written in a tone that is much less formal than the report itself.

B) gives a fully developed "mini" version of the report.

87) An ideal approach to proofreading a formal report or proposal is to A) skim it quickly as soon as you finish drafting it, and then send it ASAP. B) have two people review it—one who is an expert on the topic and one who is not. C) never rely on anyone other than yourself. D) rely heavily on spell checkers, grammar checkers, and other software tools. E) proofread the visuals first.

B) have two people review it—one who is an expert on the topic and one who is not.

16) The letter of authorization and the letter of acceptance are used to A) identify who worked on the report. B) make sure everyone is clear about the report's intent. C) introduce the report to the audience. D) acknowledge the audiences concerns. E) explain how the report addresses issues for the audience.

B) make sure everyone is clear about the report's intent.

26) An executive summary A) is never longer than a few paragraphs. B) may contain headings and visual aids. C) comes before the synopsis in the prefatory section of a report. D) is always included with reports longer than 10 pages. E) is the same thing as a synopsis.

B) may contain headings and visual aids.

49) One way to indicate a major shift in the flow of the report is to incorporate A) larger headings. B) page breaks. C) graphics. D) underlined text. E) italics.

B) page breaks.

23) An informative synopsis A) simply tells what the report is about. B) presents the main points of the report in the same order as the text. C) omits the findings of the report. D) is preferable if your report is organized using the indirect approach. E) provides moderately greater detail than the table of contents.

B) presents the main points of the report in the same order as the text.

18) In a complex formal report, it is often helpful to include A) a table of contents that lists every heading in the report plus titles of illustrations and tables. B) two tables of contents: a high-level table that shows only major headings, followed by a detailed table that includes all headings and subheadings. C) everything but prefatory parts in the table of contents. D) everything but supplementary parts in the table of contents. E) asterisks beside the titles of all key parts in the table of contents.

B) two tables of contents: a high-level table that shows only major headings, followed by a detailed table that includes all headings and subheadings.

74) Urging readers to act in the close of a proposal A) is an offensive, hard-sell tactic that should be avoided. B) is acceptable if you know the audience well, but inappropriate for new clients. C) is an effective and reasonable strategy. D) generally works well, but never when responding to government RFP's. E) is effective only when your text is organized in the direct approach.

C) is an effective and reasonable strategy.

35) All appendices should be A) listed in the table of contents but not mentioned in the text of the report. B) mentioned in the text of the report but not listed in the table of contents. C) mentioned in the text of the report and listed in the table of contents. D) included in the index but not listed in the table of contents. E) printed in a font that is different from the rest of the report.

C) mentioned in the text of the report and listed in the table of contents.

2) The revision process for business reports is essentially the same as it is for other messages but A) often requires far less effort. B) often takes much less time. C) often takes considerably more time. D) often can be accomplished entirely by common word processing software. E) is only rarely required.

C) often takes considerably more time.

11) Information such as the report title, the writer's name, and the submission date are usually found A) on the title page. B) on the title fly page. C) on the cover. D) in the letter of transmittal. E) in the letter of authorization.

C) on the cover

36) The list of secondary sources at the end of a report is labeled "Works Cited" when it contains A) all the secondary sources consulted in preparing the report. B) more than ten entries. C) only those secondary works that were mentioned in the report. D) anonymous sources. E) sources that you feel uncertain about.

C) only those secondary works that were mentioned in the report.

86) Proofreading reports is different from proofreading other kinds of business messages in that A) reports usually have more typographical errors. B) the visual aids in reports don't usually need proofing. C) reports often have elements that aren't included in other business messages. D) audience expectations are usually lower when it comes to reports. E) it is difficult to have a third party proofread the work because they are not familiar with the subject.

C) reports often have elements that aren't included in other business messages.

48) The close of a report A) requests a decision. B) reviews the reader benefits. C) spells out exactly what should happen next. D) summarizes the merits of your approach. E) restates your qualifications.

C) spells out exactly what should happen next.

33) Materials in an appendix are not incorporated into the text because A) they are controversial. B) they include bad news. C) they are not relevant to everyone in the audience. D) they are boring. E) they include multiple categories of information.

C) they are not relevant to everyone in the audience

28) Which of the following is not a typical function of the introduction to a report? A) establishing the context B) previewing main ideas C) identifying the opportunity to pursue D) documenting sources E) establishing the tone and reader relationship

D) documenting sources

47) The body of a proposal A) offers complete details of an idea. B) gives facts, statistical evidence, and tends. C) is used to offer advantages and disadvantages of a course of action. D) gives complete details on a proposed solution and describes anticipated results. E) describes benchmarks for evaluating options and alternatives.

D) gives complete details on a proposed solution and describes anticipated results.

1) The four tasks involved in completing business reports and proposals include all of the following except A) distributing. B) revising. C) producing. D) illustrating. E) proofreading.

D) illustrating.

41) If you want to call attention to the visuals in a formal report, you should A) work them into the table of contents. B) submit them as a separate enclosure. C) cite their sources in the bibliography. D) include a list of illustrations as a prefatory element. E) refer to them in your conclusions and recommendations

D) include a list of illustrations as a prefatory element.

14) The letter of transmittal should A) discuss how information in the report was gathered. B) be different for every person receiving the report. C) minimize controversial issues in the report. D) introduce the report to the audience. E) do nothing more than thank readers for their interest in your report.

D) introduce the report to the audience.

88) Minor flaws in the final draft of a report A) generally go unnoticed. B) are usually caught with software tools. C) do not have a significant impact on the report. D) may affect your credibility. E) may damage your career.

D) may affect your credibility.

6) When revising reports and proposals, present your data in a way that A) requires the reader to read the entire report or proposal. B) incorporates a variety of styles. C) incorporates bullets and lists. D) meets your audience's needs. E) limits the use of transitions.

D) meets your audience's needs.

42) Within the context of preparing formal reports and proposals, the term limitations A) sets the boundaries of your research, that is, what you will and will not investigate. B) presents excuses for inadequate research or a poorly written report. C) specifies the risks, rewards, costs, and benefits of a specific course of action. D) refers to factors beyond your control that affect the quality of the report. E) specifies what will happen if the solution is not accepted.

D) refers to factors beyond your control that affect the quality of the report.

3) As you're revising the content of an online report, A) avoid the use of headings and subheadings. B) include extraneous details; then let your audience sort them out. C) scatter essential elements throughout the text of the report. D) strip out all information that doesn't directly meet audience needs. E) expand topics through the use of links.

D) strip out all information that doesn't directly meet audience needs.

44) What is the purpose of the bibliography section in a formal report? A) It limits your ethical obligation to credit your sources. B) It replaces the use of references. C) It includes the names and subjects mentioned in a report. D) It includes material that is not directly relevant to all audience members. E) It fulfills your ethical obligations to credit sources and allows readers to consult the sources

E) It fulfills your ethical obligations to credit sources and allows readers to consult the sources.

31) Which of the following is the best heading for the close of a formal report? A) Ending B) Take-Aways C) Final Thoughts D) The Point E) Summary

E) Summary

19) To help ensure accuracy, the table of contents for a formal report should be prepared A) before the text is written. B) as you are drafting the text. C) as you prepare the list of references. D) along with the footnotes or endnotes. E) after the report is complete, thoroughly edited, and proofed.

E) after the report is complete, thoroughly edited, and proofed.

91) Using FedEx or UPS to deliver a formal report or proposal A) is a waste of money—first-class mail is almost always preferable. B) is necessary only when sending the document overseas. C) will, in most cases, make you appear desperate. D) will be viewed as a careless use of money by the audience. E) allows you to track the report and ensure that it is delivered on time.

E) allows you to track the report and ensure that it is delivered on time.

5) Formal reports include an extra measure of polish and professionalism and often include ________ that are not used in informal reports. A) varied sentence length B) headings and subheadings C) transitions D) lists and bullets E) packaging elements

E) packaging elements

46) Which of the following would be included in the introduction of a proposal, but not a report? A) discussion of the problem or purpose B) report organization C) scope D) sources and methods E) solution

E) solution

37) The list of secondary sources at the end of a report can be labeled "References" when A) it contains fewer than 10 items. B) it contains more than 50 items. C) it is incomplete. D) you want the tone of your report to be conversational. E) you include works consulted but not mentioned in your report.

E) you include works consulted but not mentioned in your report.